Administrative Secretary

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Administrative Secretary

Salary

$42,536.00 - $53,393.60 Annually

Location

Charlottesville, VA

Job Type

Regular Full-Time

Job Number

240500016

Department

Commonwealth Attorney

Opening Date

06/10/2024

Closing Date

7/1/2024 5:00 PM Eastern

Bargaining Unit

N/A

• Description

• Benefits

• Questions

General Summary

Why Work for the City of Charlottesville?

When you work for the City of Charlottesville, you join a thriving city where uniqueness is celebrated and the environment is a perfect blend of rich history, art, music, food and recreation. The City values diversity in its workforce and attracts those who strive to make an impact in our vibrant community, while demonstrating Charlottesville's Core Values of Leadership, Trust, Creativity, Respect, and Excellence. While working for us, you’ll enjoy a tailored compensation package, ongoing training opportunities at all levels, and an opportunity to perform truly satisfying work in the community which you live, work, and play. We look forward to you playing a vital part in what makes Charlottesville the dynamic community that it is.

The Administrative Secretary in the Commonwealth's Attorney's Office performs difficult skilled administrative and clerical support work; does related work as required. Work is performed under regular supervision. Supervision may be exercised over subordinate clerical personnel.

The preferred hiring range for is between $20.45 - $25.67 Hourly ($42,536.00 - $53,393.60 Annually). Starting offer is based on applicable education, experience, and internal equity. This is a full-time, non-exempt, position which provides excellent benefits including 13 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.

• The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

Essential Responsibilities and Duties

• Prepares, verifies and/or types a variety of documents such as: vendor invoices, purchase requisitions, personnel forms, meeting agendas/minutes, technical, financial and statistical reports, data for publication and other material where a knowledge of format and presentation is necessary; proofreads same;

• Answers routine correspondence for supervisor independently;

• Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations;

• Collects information from a variety of sources and compiles data for special and periodic reports;

• Makes appointments; Greets and interviews visitors;

• Interprets departmental and City policies and procedures for employees and public;

• Prepares office or unit payroll;

• Sets up and supervises the maintenance of filing systems;

• Assists in the development of office procedures;

• Operates a variety of office technology;

• Supervises and trains subordinate clerical employees;

• Performs related tasks as required.

Education, Experience and Skills

Minimum Qualifications:

• Any combination of education or experience equivalent to a high school diploma or GED required.

• (Minimally, education through tenth grade with additional two years of relevant work experience may be considered as equivalent.)

• Considerable experience in progressively responsible clerical and/or transcription work.

  Skills: Thorough knowledge of standard office practices and procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; ability to interpret and apply policies and procedures; ability to make difficult arithmetic calculations and to set up complex forms and statistical tables; ability to type and transcribe accurately at a reasonable rate of speed; ability to plan and supervise the work of others; ability to establish and maintain effective working relationships with others; ability to work independently in the absence of specific instruction; ability to meet the public effectively.

Physical Conditions & Additional Information

Standard work environment. Depending on location, a driver's license may be required.

SUMMARY OF EMPLOYEE BENEFITS

Updated July 1, 2022

Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.

1. LEAVE:

• Vacation:

• 3.09 hours accrued biweekly -- 0 - <3 years

• 3.85 hours accrued biweekly -- 3 - <5 years

• 4.62 hours accrued biweekly -- 5 - <10 years

• 5.40 hours accrued biweekly -- 10 - <15 years

• 6.16 hours accrued biweekly -- 15 - <20 years

• 6.93 hours accrued biweekly -- 20 - <25 years

• 7.70 hours accrued biweekly -- 25+ years

• Sick:

• 4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation

• Holidays:

• 14 paid holidays per calendar year (13 observed and 1 floating)

2. INSURANCE:

• Aetna Medical –

• Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire:

• HMO: $0 premium for employee only coverage

• POS 1: Employee-only premium of $36.28 per biweekly pay

• POS 2: Employee-only premium of $13.02 per biweekly pay

• (Dependent coverage is available but the cost of the premium is not subsidized.)

• Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand)

• Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand)

• Dental (Delta Dental)

• No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized.

• Diagnosis and Preventive -- 100% of allowable charge; Basic Dental Care - 80%; Major Dental Care - 50%

• Primary -- $50 deductible, 80/20

• Prosthetic & Complex Restorative -- $50 deductible, 50/50

• $1,500 maximum annual benefit

• $1,000 Orthodontic Benefit

• MetLife Vision Plan: Optional

• Employee only coverage: $2.50 bi-weekly; Dependent coverage also available at differing rates.

• Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay;

• $130 allowance for frames, after co-pay, plus additional discounts where accepted.

• Life:

• Two times annual salary (paid by the City)

• Optional supplemental life available for employee, spouse, dependents (paid by employee)

• AFLAC: Optional

• Cancer/accident/short term disability/intensive care insurance (paid by employee)

• Long Term Disability

• Protection from income loss due to long-term illness or injury (paid by the City)

3. RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City's Plan.

• Pension:

• Choose from two options:

• A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee's earnings history, tenure of service, and age. Our plan has a 5 year vesting period and an employee contribution of 5% of salary.

• A Defined Contribution 401a plan in which fixed contributions are paid into an individual's account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees)

• Supplemental:

• Deferred Compensation (457) - employee contribution

4. OTHER BENEFITS:

• Flexible Spending Accounts:

• Health Care Expenses

• Dependent Care Expenses

• Parking/Mass Transit Expenses

• Parking Subsidy of $50 per month

• Wellness Programs:

• Gym Reimbursement Program

• Monthly On-Site Nurse and Annual Flu Shots

• Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes

• Weight Watchers at Work

• Bike Commuter Program:

• Reimbursement of up to $20 per month for reasonable bike commuting expenses

• Employee Assistance Program:

• A variety of confidential, personal professional services for you and your family available 24 hours a day.

• Tuition Reimbursement Program:

• Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee.

  01

  Do you have any combination of education or experience equivalent to a high school diploma or GED?

• Yes

• No

  02

  If "no"' was selected to question #2, do you have education through the tenth grade with an additional two years of relevant work experience?

• Yes

• No

  03

  How much experience in progressively responsible clerical and/or transcription work do you possess?

• No experience

• Less than two years

• Two to less than five

• Five years or greater

  04

  To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.

• Yes

• No

  05

  I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.

• Yes

• No

  Required Question

Agency

City of Charlottesville

Address

P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902

Phone

(434) 970-3490

Website

http://www.charlottesville.gov/jobs